Explanation
Background: This legislation authorizes the Finance and Management Director to issue purchase orders for automotive parts, supplies, and services for the Fleet Management Division.
City Universal Term Contracts (UTC's) are in place for some of these parts, supplies, and accessories. Otherwise, parts not on a City UTC can be purchased from various contracts established pursuant to the City's procurement code. Ordinance 0086-2012, passed on February 13, 2012 originally authorized Fleet to issue purchase orders and expend for various parts, supplies, and services. The spending authority granted by Ordinance 0086-2012 has been exhausted, thereby requiring additional legislation to expand Fleet spending authority.
Fiscal Impact: The Fleet Management Division 2012 operating budget contains nearly $6 million for the purchase of automotive parts, supplies, and services. This legislation authorizes an expenditure of $900,000 with various vendors to purchase automotive parts, supplies, and services. Funding for these expenditures exists within Fleet Managements 2012 operating budget.
Emergency action is requested to ensure an uninterrupted supply of vehicle parts, supplies, and services, thereby keeping City owned vehicles in operation, including Police, Fire, and Refuse Collection vehicles. This ordinance is for the purpose of maintaining operations through fiscal year 2012. This ordinance is contingent on passage of the Department of Finance's 3rd quarter transfer ordinance.
Title
To authorize the Finance and Management Director to issue various purchase orders for automotive parts, supplies, services, as well as for emergency parts and repair services for the Fleet Management Division per the terms and conditions of various Universal Term Contracts; to authorize the expenditure of $900,000.00 from the Fleet Managment Services Fund; and to declare an emergency. ($900,000.00)
Body
WHEREAS, Universal Term Contracts (UTC) have been established through the formal competitive bid process of the Purchasing Office; and
WHEREAS, the Finance and Management Department, Fleet Management Division has a need to purchase automotive parts, supplies, and services for motorized equipment; and
WHEREAS, the Fleet Management Division has a need to maintain funding associated with emergency parts or repair services; and
WHEREAS, an emergency exists in the usual daily operation of the Finance and Management Department, Fleet Management Division, in that it is immediately necessary to issue various purchase orders for automotive parts, supplies, and services for the repair of over 5,000 City vehicles, thereby preserving the public health, peace, property, safety and welfare; now, therefore:
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
Section 1. That the Finance and Management Director is hereby authorized to issue purchase orders for the Fleet Management Division, per the terms and conditions of certain Universal Term Contracts or other contracts for automotive services and parts, as follows:
Bell Equipment- CC# 381941706 expires 09/21/2014; Contract FL004227 expires 04/30/13, FL004964 expires 05/31/13 expenditure projection: $80,000.00 (parts & service)
Ricart Ford- CC# 311282546 expires 10/11/2014; Contract FL005185 expires 03/31/14 expenditure projection: $60,000.00 (parts)
Jeff Wyler Columbus Inc - CC# 452898286 expires 08/22/2014; Ct, FL005248 expires 03/31/14, expenditure projection: $20,000.00 (parts); Ct, FL004267 expires 1/31/13, $20,000 (service)
Center City International- CC# 311048371 expires 08/22/2014; Contract FL004967 expires 05/31/13, FL004225 expires 04/30/13 expenditure projection: $50,000.00 (parts)
ESEC Corporation-CC# 341285858 expires 05/16/2014; Contract FL004226 expires 04/30/13, FL004956 expires 05/31/13 expenditure projection: $85,000 (parts & service)
Genuine Parts/NAPA- CC# 580254510 expires 06/30/2014; Contract FL005246 expires 11/28/13 expenditure projection: $225,000.00 (parts)
Skinner Diesel Services Inc- CC# 311132462 expires 03/08/2014 [new contract compliance date is pending] Contract FL004949 expires 5/31/13, FL004230 expires 04/30/13 expenditure projection: $40,000.00 (parts) FL004258 expires 6/30/13 $20,000 (service)
Section 2. That the sum of $750,000.00, or so much thereof as may be necessary in regard to the action authorized in Section 1, is hereby authorized to be expended as follows:
Division: 45-05
OCA Code: 451347
Obj level 1: 02
Object level 03: 2284
Amount: $570,000.00
Division: 45-05
OCA Code: 451347
Obj level 1: 03
Object level 03: 3373
Amount: $180,000.00
Section 3. That the Finance and Management Director is hereby authorized to issue purchase orders with various vendors on behalf of the Fleet Management Division in order to repair City vehicles in emergency situations.
Department: 45-05
Fund: 513
OCA: 451347
Obj Level 03: 2284
Amount : $75,000.00
Department: 45-05
Fund: 513
OCA: 451347
Obj Level 03: 3373
Amount $75,000.00
Section 4. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance.
Section 5. That for reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared an emergency measure and shall take effect and be enforced from and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.